ESTABLISHING REASONABLE RESPONSE TIMES IN SYNOPSES FOR COMMERCIAL
PROCUREMENTS

PURPOSE:To provide
guidance for the NASA procurement community to use in establishing response
times in synopses for commercial procurements.

BACKGROUND:FAR
5.203(a), “Publicizing and Response Time,” allows contracting officer
discretion in limiting the response time in the synopsis process for commercial
items.FAR 5.203(b) states the response
time should afford potential offerors a reasonable opportunity to respond to each
proposed contract action.The FAR and
the NFS do not, however, specify what constitutes a “reasonable” response
time.In a recent review of instances
where there was a short response time in the synopsis process, the OIG
determined the short response times used were primarily based on a perceived
urgency of the procurement, rather than a reasonable response time based on a
thoughtful analysis of the dollar value, nature, and complexity of the
procurement.

Response times that are unreasonably short can restrict
competition by limiting the number of potential sources.Also, short response times create an
appearance of being unfair, thus harming the integrity of the procurement
process.

GUIDANCE:Because each
procurement requirement is different, a “reasonable” response time for the
synopsis process will also be different.The response time should be based on a combination of many factors,
including but not limited to the complexity and dollar value of the procurement.Although the determination of a reasonable
time is somewhat subjective, a one day response time is virtually never
appropriate.In every case, prudent
business judgment must be exercised, and the files must be documented.

EFFECTIVE DATE:This PIC
is effective as dated and shall remain in effect until canceled or superseded.